A counter sale is a common sales activity for veterinary practices which does not include a full consultation and veterinary visit. For example, items such as food, toys or other supplies can be sold as counter sales. Provet Cloud includes an independent counter sale function separate from the consultation functionality.
Performing a Counter Sale
1. Create a new counter sale.
You can start creating a counter sale from different places in Provet Cloud:
- On a client page, select Counter sale in the top right-hand corner. On a patient page, select New > Counter sale in the top right-hand corner.
- In the appointment calendar, right-click on an appointment and select New counter sale from the pop-up menu.
- On the Dashboard, select Counter sale in the top right-hand corner.
The Counter sale page opens.
2. Add the client for the sale.
When you start from a client and patient page or the appointment calendar, the client is automatically filled in. If the client wants to address the invoice to someone else (for example, their personal business), select the blue pen button in the Payer section to edit the payer information.
When you start from the Dashboard, the new sale is created with 'Anonymous sale' in the Client field which means that the sale is not connected to any client. However, it is recommended that you connect counter sales to specific clients and patients if possible. To search for a client, start typing in the Client field and select the client from the list. If the client does not yet exist in your system, you can select New client to create a client.
3. Add the items for the counter sale.
Under Items, add the items for the counter sale. You can search for all available items using the search field or add different types of items using the + buttons. In the item dialogue, you can edit the item quantity and other information depending on the item type. A default quantity may have been set for medicine items in the department settings, and linking medicine items to veterinarians may also be required.
On the Sales history tab, you can view and select the client's previous sales items (see also Renewing a Counter Sale).
When a client has been selected for the counter sale, you can link a patient to the items (see the next step). Linking patients to sales is useful for recording patient history. Depending on the department settings, linking patients to counter sale items may be required.
4. Link the items to patients.
In the item dialogue, click in the Patient field (1) to open a list of the selected client's patients and select the patient you want to link to the item. If you select the Default patient for this invoice checkbox (2), the patient is also added to all new items as well as to all already added items that have not been linked to a patient.
If you have already added items without a patient, you can also select the question mark link (3) in the patient column to add a patient.
TIP: If your items have barcode data, you can use the search field and a barcode scanner to read the code from the item package to quickly add it to the counter sale, eliminating the need for manual searching.
6. Add optional remarks and finalise the counter sale.
In the Internal remarks and Invoice remarks tabs, you can add optional notes related to the counter sale. If you want to include the invoice remarks on the invoice printout, select the Print remarks on invoice checkbox.
When ready, finalise the counter sale and payment. Depending on the department settings, one-step payment options may be available at the bottom of the invoice page (for example, card payment, cash payment). If the payment will be received later, you can select Invoice. For more information about different options, see Invoicing and Payments.
Note that once the counter sale is finalised, you can no longer edit it. The transaction can only be modified with a credit note.
Renewing a Counter Sale
When a client wants to buy items they have purchased before, you can view the client's product sales history and renew a previous counter sale.
- To view the client's product sales history, go to the Treatments tab on the client page.
- To sell an item again, select the shopping cart button at the end of the item row (1). To select several items, click the rows you want to include and select Add to counter sale (2).
- Adjust the information in the Add products to sale dialogue if necessary (3) and select Continue (4). The Counter sale page opens.
- Finalise the counter sale and payment.
You can also view a client's sales history and select previously purchased items when adding items on the counter sale page.
For information about medicine refills, see Using Medicine or Food Refills and Renewals.
Default Medicine Quantity
Settings > General > Department > Department settings > Default medicine quantity
With this setting, you can set a default quantity for medicines when added on a consultation, written prescription, or counter sale.
Settings > General > Department > Department settings > Enable "Invoicing" status
When this setting is selected, an additional 'Invoicing' status is used on consultations and counter sales. For more information, see Invoicing and Payments.
Current User as the Default User for Counter Sale Items
Settings > General > Department > Department settings > Current user as the connected user for counter sale and invoice page items
Each counter sale item can be connected to a user in the Veterinarian field (for example, for the purposes of the commission functionalities). When this setting is selected, the user who created the counter sale is connected by default to the counter sale items.
Require a Patient for Counter Sales
Settings > General > Department > Department settings > Require patient selection during counter sales
When this setting is selected, counter sale items must always be connected to patients when the sale is not anonymous (a client is selected).
Require a Veterinarian for Medicine Items
Settings > General > Department > Department settings > Require veterinarians for medicine rows during counter sales
When this setting is selected, medicine items must always be connected to veterinarians on counter sales.
Editing the Payer Information of Finalised Counter Sales
Settings > General > Department > Department settings > Allow editing payer of finalised invoice
With this setting, you can select who can edit the payer information information of finalised counter sales (administrators, managers and administrators, or everyone) or disable editing the information.
Single-Step Finalisation and Payment
Settings > General > Department > Department settings > Enable single-step finalization and payment for invoices and counter sales
When this setting is selected, you can finalise invoices and counter sales and add payment in one step. Otherwise, payment must be added separately after finalising the invoice or counter sale.
Settings > General > Department > Department settings > Enable payment cancellations
When this setting is selected, you can cancel and correct payments on finalised invoices.
Frequently Asked Questions
Can I delete the counter sale if the client decided to cancel the purchase or return the item?
No, counter sales cannot be deleted. This ensures that the financial integrity of sales transactions is maintained. If you need to modify a finalised counter sale, you can create a credit note.
Can I change the payer of the invoice if the invoice is already finalised?
Yes, changing the payer information of a finalised counter sale is possible if enabled in the department settings. You can edit the payer information using the blue pen button in the Payer section of the counter sale page. This does not change the client’s general information data, but only affects the invoice PDF and printout. Note that if you select another client to be the payer, the invoice will be listed in that client’s records in Provet Cloud.
Can I change the payment method if I accidentally selected a wrong one?
Yes, changing the payment method is possible if cancelling payments is enabled in the department settings. Find the payment under Payments on the counter sale page and select the red trash can button on the payment row. In the Cancel payment dialogue, add information about the cancellation and confirm the cancellation. After cancelling the payment, select +Payment to add the correct payment.